Connect your systems. Riley reconciles the mess. You review only what matters.
Reconcilify is the financial reconciliation platform built specifically for medical spas. At its core is Riley—an AI that understands how money moves through aesthetic practices and does the tedious matching work automatically.
Production access isn't available yet. Use the interactive demo to see the full workflow end-to-end.
Where revenue leaks
The gap isn’t abstract—it's a handful of repeatable scenarios that show up every week.
The $29 gap? Processing fees. Without automation, you spend hours finding it.
The gaps hiding between systems.
These aren't edge cases. They happen every day in medical spas.
Net Deposits vs EMR
Your bank shows $45,000. Your EMR shows $48,000. The $3,000 difference includes fees, refunds, and chargebacks—but which ones?
Typical leak: $500–2,000/month
Loyalty Reimbursements
Allé and Aspire credits reduce your POS total, but the reimbursement arrives 7–14 days later. Most bookkeepers book both as revenue.
Typical error: $200–500/week
Financing Fees
CareCredit and Cherry take 5–15% in merchant fees. Deposits arrive 2–7 days after approval. The timing mismatch breaks reconciliation.
Timing gap: 2–7 days
Split Payments
One treatment, three payment methods: credit card, gift card, and CareCredit. Each creates a separate deposit on a different day.
Average: 15% of transactions
Multi-Location Deposits
Two locations, one bank account. The $78,000 deposit is a mix of both—but which transactions belong to which location?
Consolidation time: 4+ hours/month
Commission Clawbacks
A refunded treatment still triggered commission payouts. Without tracking, you've paid providers for revenue you don't have.
Risk: $1,000+/quarter
How we find it
The workflow is designed so your team reviews exceptions—not entire months of data.
Import your data
- API connections where available; CSV uploads where not
- Normalize EMR/POS, processor, loyalty, financing, and bank into one ledger
- Column mapping saved once, then reused
AI matching
- Groups all related records into a single visit-level story
- Uses confidence scoring so you can trust automated matches
- Understands med spa patterns (loyalty offsets, net fees, split tenders)
Exceptions flagged
- Surfaces the small % of transactions systems disagree on (typically 3–7%)
- Explains what’s missing and why it was flagged
- Keeps the exception queue audit-ready for month-end
Resolve & protect
- Approve matches, adjust splits, or mark items as pending reimbursement
- Track who approved what and when (audit trail)
- Protect commissions by validating real revenue, not just EMR status
ROI snapshot
- Hours saved + revenue recovered, tied to each reconciliation cycle
- Shareable summary for owners/operators
- Clean outputs for bookkeeping and month-end close
Matching logic (what “AI matching” actually means)
Confidence scoring
Every match gets a score (0–100%). High-confidence matches can be auto-approved; lower confidence is routed to the exception queue.
Fuzzy matching
Handles partial descriptions, typos, and inconsistent merchant naming across systems.
Timing tolerances
Accounts for deposit delays (e.g., 2–7 day windows) common with processors and financing providers.
Multi-source grouping
Combines split tenders (card + gift card + loyalty + financing) into one visit-level reconciliation story.
Forensic audit trail
Every decision is logged—what matched, what didn’t, and what a human approved.
Fuzzy match example
The memo/description often differs across systems. Riley matches using multiple factors—not just a single string.
How confidence scoring works
Matches above your threshold (default 95%) are auto-resolved. Below that, Riley stages them for your review with a full explanation of each scoring factor.
Exception handling (what gets flagged and why)
Low confidence
Matches below a confidence threshold are held for review.
Missing data
A loyalty offset applied at checkout but no reimbursement shows up in the portal feed or bank window.
Duplicates
Possible duplicate charges/deposits or reversals that don’t tie cleanly to the visit record.
Variance thresholds
Large amount variance or fee deltas outside expected ranges (e.g., unexpected net deposit).
Common scenarios
- Allé redemption applied, reimbursement not found within expected window
- CareCredit promo fee mismatch vs expected schedule
- Split tender: EMR says paid, deposit only includes one leg
The 3–7% you actually review
Reconcilify auto-matches the majority, then flags the handful that need human confirmation—usually because of timing, fee variance, or missing legs of a split payment.
Missing Allé reimbursement
- Allé credit applied at checkout
- Reimbursement expected in 7–14 days
- Flagged if it doesn't arrive in-window
Financing fee variance
- CareCredit/Cherry fee depends on promo
- Net deposit differs from expected
- Flagged when fee delta is outside policy
Split tender unresolved
- One visit uses card + gift card + loyalty
- Each leg settles on a different cadence
- Flagged when one leg is missing
Most practices clear the exception queue in 10–15 minutes a week.
What “review” vs “flagged” looks like
These are the kinds of cards your team reviews—most are quick approvals, and a small subset need investigation.
$371.35
Membership Billing • Riverbend Aesthetics
Oct 18, 2025
Matched:
$371.35
High confidence match. Auto-approve eligible.
$450.00
Botox Treatment - Smith
Oct 17, 2025
Matched:
$445.71
Small variance. Often processing fees or tip adjustments.
$1200.00
Package Sale - VIP
Oct 15, 2025
Missing leg or timing mismatch. Needs investigation.
One visit, many records—Reconcilify groups them into one story
This is the core difference vs. spreadsheets: we don’t reconcile “lines”—we reconcile the entire visit across systems, even when payments settle on different days.
What Reconcilify does
- Groups all related records into one visit-level reconciliation set
- Explains the gap (fees, offsets, delays) and assigns a confidence score
- Flags exceptions only when something is missing or outside policy
Meet Riley, your reconciliation analyst.
Riley is the AI engine inside Reconcilify. It's not a generic machine learning model—it's purpose-built for med spa finance, trained on the specific patterns and edge cases that make aesthetic practice reconciliation so painful.
Riley AI explains every match
Unlike black-box solutions, Riley shows you exactly why it matched each transaction. Every confidence score comes with human-readable reasoning your team can trust.
- Confidence scores on every match (0-100%)
- Factor-by-factor breakdown (amount, date, merchant)
- Auto-approve high confidence matches (90%+)
- Flag low confidence for human review
Riley AI Confidence
How our AI evaluates transaction matches
Sample Transaction
Botox Treatment - Smith
$450.00 • Oct 17, 2025
Match Confidence
This is exactly what you'll see in Reconcilify when reviewing transactions.
Every match includes a confidence score and human-readable reasoning.
Every element explained
Hover over any label to see how each part of the transaction card works. This is the same card you'll use to approve, flag, or edit transactions.
$450.00
Aesthetic Pro Clinic
$450.00
AESTHETIC PRO CLINIC
Examples across the confidence range
In the demo (and production), you’ll see auto-matched transactions alongside “needs review” and “flagged” exceptions.
$371.35
Membership Billing • Rivera Aesthetics
Oct 18, 2025
Matched:
$371.35
High confidence match. Can be auto-approved.
$285.00
Botox Treatment - Jones
Oct 16, 2025
Matched:
$282.50
Small variance. Usually fees, tips, or split tender.
$1200.00
Package Sale - VIP
Oct 15, 2025
Missing leg or timing mismatch. Needs investigation.
Six revenue leaks Riley finds automatically
- Allē Reimbursement Delays: Tracks Riverbend's 3–5 day Allē reimbursement window
- Incorrect Financing Fees: Calculates expected fees based on promo codes (e.g. 5.9% vs 11.9%)
- Split Tender Mismatches: Reconciles cash + card + loyalty payments to the original invoice
- Multi-Location Deposit Confusion: Attributes every transaction to its source location
Integration details
Connect the systems you already use. Read-only by design, with CSV fallback for every system.
API vs CSV
Use APIs where available; otherwise import CSV exports (EMR/POS, loyalty portals, financing, bank statements).
Cadence
Batch sync works well for reconciliation: nightly refresh + month-end catch-up.
Read-only access
Reconcilify doesn’t write back to your EMR or bank—your source systems remain the system of record.
Required fields
At minimum: date/time, amount, source identifier (invoice/receipt), and merchant/patient descriptor where available.
Outputs & reporting
Everyone gets what they need—operators, bookkeepers, and CPAs—without spreadsheet archaeology.
Operators
- Exception queue
- ROI snapshot
- Revenue leakage summary
Bookkeepers
- Reconciled ledger export
- Deposit-to-visit mapping
- Fee and reimbursement rollups
CPAs
- Audit trail
- Month-end exception report
- Supporting schedules for close
Exports available as CSV; accounting tool exports depend on your stack.
Reliability and compliance
What this looks like in practice for early med spa groups.
Operational benchmarks
- Typically 90-95% of visits fully matched automatically (only 3-7% need review).
- Most reconciliation sets resolve in under 2 minutes of review time.
- 16 integrations across EMR, POS, loyalty, and accounting systems.
Compliance and guardrails
- HIPAA BAA available on request.
- SOC 2 Type II in progress.
- Read-only connections by design; source systems stay system of record.
Benchmarks are from early med spa groups using Reconcilify with manual reconciliation baselines.
See the full workflow in the demo
Start with the interactive demo, then join the waitlist for production access when live environments open.
See the full demo with sample data from Riverbend Aesthetics.